Policy Review Workflow

We are excited to introduce significant enhancements to our Policy Review Workflow, reaffirming our commitment to compliance and robust policy and evidence review processes. We acknowledged a challenge where policies already marked as "Published" remained unchanged as their review dates approached, which could potentially result in compliance issues being overlooked. Proactively, Scrut has taken steps to resolve this matter, resulting in smoother and more efficient policy review procedures.

How Does It Work?

We've added a new status called "Needs Review" to signify when a policy is at the end of its cycle, and it's time to review it. Let's go through this process step by step:

Automatic Review Date Calculation:

• When a policy is published, Scrut now automatically calculates the Review Date based on the recurrence type. For example, if a policy was published on September 22, 2023, with a Monthly recurrence, the Next Review Date will be set to October 22, 2023.

"Needs Review" Status:

• On the Policy Review Date, the policy status will transition to "Needs Review."

Edit or Re-Upload Policy:

• In the "Needs Review" state, users are prompted to review the policy and have the option to edit or re-upload the policy.

• Importantly, while in the "Needs Review" status, neither the recurrence nor the review date can be altered.

Complete Policy Review:

• The 'Complete Review' button becomes inactive when an attachment is either removed or not uploaded.

• Upon successfully uploading the file, users can complete the review process by clicking the 'Complete Review' button.

When Policy Approval is ON:

• When the Policy approval workflow is enabled, the policy goes to draft status, and the approver is required to re-approve the policy.

Once the policy is approved, the admins can publish it.

Overall Workflow:

When Policy Approval is OFF:

• In cases where the Policy approval workflow is turned OFF, the policy no longer requires approval. Once the document is updated or re-uploaded and the 'Complete Review' is clicked, admins or approvers (if assigned) can promptly publish the policy.

Overall Workflow:

Audit Log:

• To maintain comprehensive records and facilitate compliance tracking, an audit log entry is generated for "Policy status" changed to "Needs Review", providing complete visibility into policy status changes.

If you have any questions or issues, please reach out to your assigned Customer Success Manager. They'll be happy to assist you!

To view all the product updates, please click here.